Estate Agent Pro Enterprise

How do I create a standard letter?

How do I create a standard letter?

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How do I create a standard letter?

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There are three different types of letters. Applicants, vendors and marketing. The creation and use of them is the same.

 

In this example we are going to create a blank letter that we want to use to communicate with all vendors or a sub-set of them. The final letter will look like this when mail-merged:

 

Standard Letter

 

Notepin We could have included a banner image or a signature or many other fields but this example should provide you with the basic skills necessary to create any standard letter.

 

This standard letter can now be used if you wish to, for example, communicate with any vendor by email and after mail-merging the subject and content of the communication can be completed.

 

There are 3 steps required to complete this standard letter.

 

1. Create a New Standard Letter

 

a. From within System Administration expand the General group and click on the Standard Letters option.

 

General Group

 

b. The first time that you create a letter you should set the default page settings that you wish to use for all new standard letters. The top margin should take into account whether the letter will be printed on pre-printed stationery or not. You may wish to consider having different letters for emailing as opposed to printing.

 

Default Page Settings

 

c. Click on the button for the type of standard letter you wish to create, in this case Vendor.

 

Edit Standard Letters

 

d. This will open the standard letters editor displaying all existing vendor letters sorted alphabetically.

 

StandardLetter5

 

Mail merge fields are shown inside «» blocks such as «Vendor Address - Block» and once inserted cannot be changed. They can be deleted.

 

e. Click on the Add Button button on the navigator panel at the bottom left hand side of the screen. The page layout dialog will be displayed with the default settings which can be changed if necessary. Click on the OK button.

 

Page Layout Dialog

 

f. A new row will be added at the top of the letter list. Click on this and enter the name you wish to use, in this instance Blank Letter.

 

Notepin Descriptions that start with the word Offer will be for use in the Offers Screen. Descriptions that start with the word Viewing will be specifically for use in the Viewings Screen. This only applies to applicant and vendor letters.

 

StandardLetter7

 

Options can be excluded by means of the drop down list in the Exclude column. These options are

 

Exclude automatic banner image from emails

If the automatic inclusion of an email logo is turned on in Company Options you may wish to turn this off for certain standard letters that incorporate their own images.

Exclude automatic signature block from emails

If the automatic inclusion of a signature block is turned on in Company Options you may wish to turn this off for certain standard letters that incorporate their own signature block.

Don't save details in client communications

If you are sending out the same letter to hundreds of clients you can exclude the detail from being saved. There will still be a record of it being sent.

Exclude this letter from updating clients review status

By default sending a letter to a client who is an applicant or a vendor automatically updates the client review date. You may wish certain letters such as newsletters to not do this.

 

These options are not applicable to this example.

 

2. Adding the Standard Letter Content

 

a. Click into the empty standard letter and then click on the Bold Button (bold) button in the Font toolbar and then click on the Centre Button (centre) button in the Paragraph toolbar.

b. Click on the Merge Field Button button in the Insert toolbar which will display the list of Estate Agent Pro fields that can be inserted for this type of letter.

 

Insert Field Dialog

 

c. The first field we wish to use is the Branch - Address String. To select this start typing in the word Branch. This will take you to the first field that starts with that name. Then either double click the Branch - Address String or click on it and then click on the Go Button button. This will insert the field into the standard letter as «Branch - Address String».

 

d. Press the Enter key on your keyboard to insert a line break. Type in Tel: and then insert another field called Branch - Telephone. Enter a few spaces followed by typing Fax: and then insert another field called Branch - Fax.

 

e. Press the Enter key on your keyboard to insert a line break. Type in Email: and then insert another field called Branch - Email and then enter two line breaks. The standard letter should now look like this:

 

              «Branch - Address String»

Tel: «Branch - Telephone»    Fax: «Branch - Fax»

                Email: «Branch - Email»

 

f. Click on the Bold Button (bold) button to turn it off and the click on the Left Align Button (left align) button. Insert another filed called Todays Date. The progressive search facility can be used to easily locate it and then enter two more line breaks.

 

g. Insert the field called Vendor Name - Full and enter a line break. Insert the field called Vendor Address - Block and enter two more line breaks.

 

h. Insert the field called Vendor Name - Greeting and enter two more line breaks.

 

i. Click on the Bold Button (bold) button and the Underline Button (underline) button and type in Re: and then turn bold and underline off again.

 

j. Insert two more line breaks and type in Yours Sincerely followed by 5 line breaks.

 

k. Insert the field called Branch - Manager and enter a line freak and type in Manager. The letter should now look like this:

 

              «Branch - Address String»

Tel: «Branch - Telephone»    Fax: «Branch - Fax»

                Email: «Branch - Email»

 

 

«Todays Date»

 

«Vendor Name - Full»

«Vendor Address - Block»

 

«Vendor Name - Greeting»

 

Re:

 

Yours Sincerely

 

 

 

 

«Branch - Manager»

Manager

 

Notepin We could have inserted fields called User - Full Name and User - Title if we wanted the letter to come from the logged in user instead of the manager. Also note that there are merge fields for Primary Applicant/Vendor which can be used when a letter needs to have the primary applicant/vendor's details on it when it is being sent to an additional applicant/vendor.

 

3. Save the Standard Letter

 

Save the letter by clicking on the Save Button button on the navigator panel. This screen can now be closed and the letter can be used in connection with all vendors.